Customize leave entitlements for each employee
Not every employee has the same leave entitlements. Tenure, contract terms, and individual arrangements all affect how many days someone gets. Officaid lets you adjust leave entitlements for individual employees directly from their profile, separate from your company-wide settings.
Viewing Leave Balances
Each employee's profile shows their leave on the Annual Leave card on the Overview tab. For every active leave type, you can see:
- Entitled is the total number of days allocated.
- Balance is the remaining days available to take.
- Taken is the number of days already used.
On the card, you will find two buttons:
- Manage Leaves to customize this employee's leave entitlements.
- Apply Onbehalf to submit a leave request on the employee's behalf.
How to Access Leave Management
- 1 Navigate to Team from the left sidebar.
- 2 Click Directory from the submenu.
- 3 Click on the employee whose leave entitlements you want to manage.
- 4 Scroll to the Annual Leave card on the Overview tab.
- 5 Click the Manage Leaves button.
The Leave Types Screen
When you click Manage Leaves, you will see a list of all leave types available in your company. For each leave type, you can:
- Toggle Active to enable or disable that leave type for this employee.
- Set Entitled Days to specify how many days this employee receives.
- Set Adjustments to add days to (or take days off) the balance without changing Entitled Days.
Entitled Days and Adjustments change by half a day with each click of the up or down button. There is no Save button: every change saves straight away.
A leave type you switch on here starts at 0 days, so set its Entitled Days as well. Only the types switched on for an employee appear in the Leave Type list when leave is applied for them. For example, an employee needs Sick switched on before they can apply for sick leave.
Leave types include Annual, Bereavement, Childcare, Maternity, Paternity, Sick, Unpaid, and any custom leave types your company has created in the Leaves module.
Individual vs Company Entitlements
By default, employees inherit leave entitlements from your company-wide settings. Changes you make on the Manage Leaves screen apply to this employee only.
When to Customize Entitlements
Common situations where you might adjust an individual's leave entitlements:
- Longer tenure where senior employees earn additional leave days.
- Negotiated terms where specific leave arrangements were agreed during hiring.
- Part-time employees who receive pro-rated entitlements.
- Probation adjustments where leave may be limited initially.
- Special circumstances like additional compassionate leave for personal situations.
- Role-specific leave where certain positions have different requirements.
Applying Leave on Behalf
If you need to submit a leave request for an employee, click the Apply Onbehalf button. This opens a form where you can record leave on the employee's behalf. See Applying Leave on Behalf for step-by-step instructions.
Frequently Asked Questions
No. Adjusting entitlements affects the current balance going forward. Past leave applications and usage remain unchanged.
Leave types are created at the company level in Team → Leaves. Once created there, they become available to enable for individual employees through the Manage Leaves screen.
Yes. Click Manage Leaves and add the days in the Adjustments column. They are added to the balance straight away without changing Entitled Days. You can also raise their Entitled Days.
What's Next?
Continue managing employee leave:
- Applying Leave on Behalf shows how to submit leave requests for employees.
- Viewing Employee Details explains all sections of an employee profile.
- What is Offboarding covers handling leave payouts when employees exit.